Summer Student - Administrative Assistant

Position Summary and Objectives

As a Summer Student, the Administrative Assistant reports to the Property Manager and is responsible for providing reliable, timely, and efficient support for properties in the assigned portfolio.

Responsibilities

Maintain Quality Building Premises

Ensure efficient and effective building operations.

1. Answer the main telephone line and respond to general inquiries.
2. Assist with processing invoices as required.
3. Assist with preparing purchase orders.
4. Maintain common areas of the CPMI office including reception, supply room, and kitchen, ensuring they are clean and stocked (if applicable).
5. Manage the receipt and distribution of incoming and outgoing mail and couriers.
6. Maintain office equipment as required.
7. Organize, coordinate, prepare, edit, proofread, and prioritize all documents including correspondence, presentations, and reports as requested.
8. Maintain and update databases of tenants, tenant contacts, emergency contacts, suppliers, and contractors in Risk Wise.
9. Assist with overseeing the Rise Tenant Request System and Preventative Maintenance System.
10. Maintain parking roster, issue cards, invoice, and collect and deposit cheques as required.
11. Assist with tenant/building event coordination and annual tenant summer barbeque.

Provide support to other CPMI team members.

1. Provide administrative support to various roles as required.

Ensure Accuracy and Reliability of Financial Information for Properties, Working with Accounting

1. Reconcile and code all supplier invoices on a timely basis, obtain management approval; investigate and respond to accounts payable requests from vendors.
2. Access Yardi software to inquire on receivables and payables.

Perform other related responsibilities as requested from time to time.

Qualifications

Education

1. Secondary Diploma, required
2. Post-Secondary Education: Currently a 3rd or 4th year student, required.

Personal Competencies

1. Supports teamwork environment with positive and professional attitude.
2. Open to learning, developing new skills/knowledge.
3. Flexibility to changing work conditions including interruptions and multi-tasking ability.
4. Strong written and verbal communication skills.
5. Ability to work independently and under pressure, deal with deadlines.

CPMI is committed to accommodating employees with disabilities throughout their employment with Crown in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation, please let us know.

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